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PROCUREMENT OPPORTUNITY

T2743 Digitisation of Building Control Records

Belfast City Council · Preliminary market engagement notice on Find a Tender

Tender information last checkedLast checked 3 Oct 2026, 07:07.

Opportunity overview

This Contract is for the digitisation of building control records. This involves the process of converting information onto an electronic format and the database management of such information held electronically. The Service provided is compatible with the Councils existing software systems. Scanned copies of all original documentation and drawings to be uploaded to a secure share point site following digitisation. The Contractor liaises with the nominated officer and other relevant Council staff as necessary throughout the contract period. The Council currently digitises its Building Control records for the following reasons: To reduce in-house storage of hardcopy records and to comply with retention and disposal schedules. Faster access to information (thus reducing staff time and saving money); Disaster recovery/business continuity; Currently only Building Regulation Full Plans applications are processed in batches of approximately 20 applications per week for digitisation, however this process may be widened to include all Building Regulations and Licensing applications. In addition, it may be widened in future to include street naming and numbering documentation and site inspection diaries when required.

Classification

  • CPV38654000 — Microfilm and microfiche equipment
  • CPV79961330 — Microfilming services

Lots

  • Lot 1Value not stated

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-067a3c
Main Procurement Category
services
Above Threshold
No
Status
planning

Legal basis

Id
2023/54
Scheme
UKPGA

Special regime

utilities

Lots and requirements

Entry 1
Id
1
Has Renewal
Yes
Status
planning

Contract period

Starts
5 Oct 2026, 00:00
Ends
4 Oct 2029, 23:59
Max Extent Date
4 Oct 2030, 23:59

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
79961330
Description
Microfilming services
Entry 2
Scheme
CPV
Id
38654000
Description
Microfilm and microfiche equipment

Delivery locations

Entry 1
Region
UKN06
Country
GB
Country Name
United Kingdom

Planning and budget

Milestones

Entry 1
Id
engagement
Type
engagement
Description
Pre Market Engagement is being carried out prior to release of the regulated below threshold tender. Pre Market Engagement for the Digitisation of Building Control Records. The Council is carrying out PME to engage with the marketplace to understand the current market offering of Microfiche, Microfilm and associated industry standards. To register your interest to participate in the PME and obtain a Questionnaire to complete, please send an email to cps@belfastcity.gov.uk at the latest by 3pm on or before Friday 24th April 2026. The pre market engagement exercise will take the form of an initial questionnaire and will help the Council develop an informed specification that is fit for purpose. If required, the Council will engage with Suppliers through clarifications, meetings etc to discuss the responses. If you have any questions about this requirement, please send them to cps@belfastcity.gov.uk. We will endeavour to respond as quickly as possible. The Council reserves the right to contact any or all organisations who responds to this PME, however, there is no guarantee that all organisations will be contacted who submit an interest. All information returned as part of this PME exercise will assist in the development of the specification. The Council uses eSourcing NI as its etendering platform. If you are not yet registered with eSourcing NI we would suggest you do so without delay. Whilst the Council will endeavour to keep any respondents to this PME exercise informed on developments of the tender process, the Council cannot guarantee this. Organisations are advised to register with eSourcing NI in order to see any advertised tender opportunities as well as regularly checking the Council's website for opportunities. The Council reserves the right to discontinue any discussions or tender procedures at any time and are not liable for any costs incurred by suppliers associated with participating in this PME exercise. PLEASE NOTE: This is a regulated below threshold tender that will be advertised on the etendering portal - eSourcing NI (https://e-sourcingni.bravosolution.co.uk/web/login.shtml). No further notices will be published in relation to this tendering opportunity in accordance with the Procurement Act 2023.
Due
24 Apr 2026, 23:59
Status
scheduled

Documents

Entry 1
Id
030122-2026
Document Type
marketEngagementNotice
Notice Type
UK2
Description
Preliminary market engagement notice on Find a Tender
Published
1 Apr 2026, 09:41
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
Belfast City Council
Id
GB-PPON-PQXY-5321-CGZM

Identifier

Scheme
GB-PPON
Id
PQXY-5321-CGZM

Address

Street Address
9-21 Adelaide Street
Locality
Belfast
Postal Code
BT2 8DJ
Country
GB
Country Name
United Kingdom
Region
UKN06

Contact

Name
Emma Morrison

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government
Entry 2
Scheme
UK_CA_DEVOLVED_REGULATIONS
Id
GB-NIR
Description
Northern Irish devolved regulations apply

Recorded locations

  • Buyer location · Belfast · UKN06 · BT2 8DJ · United Kingdom
  • Delivery location · UKN06 · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 030122-2026Preliminary market engagement notice on Find a Tender ·